Once you have set up your Extra Categories, you can set up individual Extras within the appropriate categories. You may create several transfer Extras e.g. Road transfer JKI – WLN, Proflight flight LVG – JKI and place them under a Travel Extras Category.
To create or edit Extras, navigate through Admin > Setup > Code Tables > Financials > Extras Category.
Watch our video tutorial for an overview on how to set up Extras.
Setting up Extra code table
Select a category
‘Select a category’ from the dropdown. Any categories created on the Extras Category code tables screen will be available for selection here.
Enter a free-format description of the extra item in the ‘Description’ field.
Extra available as
This selection allows you to make the extra property specific. This means this Extra will only be available for the properties selected here and enables you to account for Extra revenue made at a specific property. Leaving the Extra as ‘Not property specific’ is not the same as making it specific to all properties. The former will not attribute the revenue to any property, whereas in the latter case the extra will always be tied to a specific property.
To set a maximum available amount for the Extra, tick the box and enter a number in the field. The number indicates how many times this Extra may be used per day e.g. if the Extra: Balloon safari can only be offered 4 times in a day, the max number will be set to 4 here.
Set a ‘Service by’ contact which will be linked to the extra. This may be useful in highlighting to a property which service provider is performing that particular service. To hide this information on documentation, select the key icon.
Include a ‘Reference’ if applicable.
The Note displays with the Extra when it is added to a booking. Once the note is allocated to the reservation Extra it can be edited (just select the Extra on the Extras tab to edit). This Note can be displayed on documentation and various reports.
This displays with the Extra when it is added to a booking. Once the note is allocated to the reservation it can be edited (just select the Extra on the Extras tab to edit). This Note can be displayed by internal users on selected documentation and various reports.
Setting a Colour makes this Extra easily identifiable when added to bookings and on reports.
The Extra can either be set to ‘Non-chargeable’ or to ‘Chargeable’ which means it will add a charge if applied to a booking. Chargeable Extras
Set the ‘Commission receivable’ as a percentage.
This is an optional field to track commission the principal receives when the extra is applied e.g. Amanzi Co receives 10% from Fly Air Travel when they book a guest.
Set the ‘Commission payable’ as a percentage.
This is an optional field to track commission the principal must pay to a service provider, for example: Amanzi Co must pay 60% to Interflora for the Interflora Flower Service. If the Extra is added to a booking, the Extras commission is specific to the extra and is unaffected by the Agent’s commission applied to the same booking.
Set the ‘Currency’. The currencies available for selection here are setup in the Currency code table. Where the currency differs from the reservation currency, an exchange rate must be provided.
This is a unit cost for the extra, inclusive of taxes. Positive and negative values can be applied.
Optional Tax application: If the Extra is taxable you can either apply a Tax Rate or a Tax Group by selecting a Tax and then applying the Tax Rate or Group from the dropdown. These Taxes are set up in the Tax Rate and Tax Group code tables.
Select the ‘External Users’ tickbox if you are using ResRequest’s public booking pages and would like to enable the online booker to book this Extra on step 2 of the booking process.
Select the ‘Save’ icon in the toolbar to save and the Extra will be added to the list below within the selected Category.
If you are creating several Extras with a similar setup, use the ‘Clone Extra’ button to save setup time.
Once you have cloned the Extra, the system prompts you to change the ‘Description’ field with the new Description – all other fields may be left the same if required.
Either Save the new Extra or Clone again to create another Extra with the same settings.
Editing an Extra code table
Use the Find Extra button to find the Extra you would like to edit or use the dropdown to select the Category your Extra is in – this populates the table with all the Extras in that Category.
Select the Extra from the table and the details will populate the fields at the top.
Edit the required fields.
Select the ‘Save’ icon in the toolbar to save the changes.
Be aware that if the ‘Description’ is edited, this change will reflect on all reservations on which that Extra has already been applied. Changes made to any other fields will not pull through to Extras already applied to bookings and will only reflect when the Extra is added after the changes have been saved.
Deleting an Extra
If the Extra has not been used it will be permanently deleted. If the Extra has already been used, it will remain in the list but will be marked as inactive. Inactive items will no longer be available for selection on any future bookings but will still apply on records where they are already used. You are able to report on inactive Extras.